As the digital landscape evolves in its
communication styles, a new player has emerged and is rapidly gaining popularity: the voice note. This audio messaging format, which allows users to record and send short verbal messages, is transforming the way we communicate in both personal and professional spheres. But as with any new technology, the rise of voice notes brings both opportunities and challenges. In this article, I explore how to navigate this new communication frontier effectively and courteously.
The growing trend of voice messages in professional communication
Voice notes, once relegated to casual conversations among friends, are now making their way into professional settings. This shift is driven by several factors:
1. Efficiency: Voice notes allow for quick communication without the need for typing or formal email structure. Quite a number of persons prefer this.
2. Nuance: Tone of voice can convey emotions and emphasis that text often fails to capture.
3. Multitasking: Users can listen to messages while performing other tasks, increasing productivity.
4. Accessibility: Voice notes are beneficial for those with visual impairments or difficulties with written communication.
A recent study by Voxox found that 74 per cent of millennials prefer voice messages over text for business communication. This statistic underscores the growing acceptance of this medium in professional contexts.
Advantages and disadvantages of voice notes
Like any communication tool, voice notes come with their own set of pros and cons. Understanding these can help you use them more effectively.
Advantages:
1. Speed: Recording a voice message is often faster than typing, especially for longer communications.
Example: Instead of spending 10 minutes crafting a detailed email about project updates, a team leader can record a two-minute voice note covering all the key points.
2. Clarity: Vocal inflections can help prevent misunderstandings that sometimes occur in written communication.
Example: A manager giving feedback can use tone of voice to ensure constructive criticism is perceived as helpful rather than harsh.
3. Personal touch: Voice notes can feel more personal and engaging than text messages.
Example: A sales representative following up with a client can use a voice note to create a warmer, more personalised interaction.
4. Convenience: Voice notes can be listened to while commuting, exercising, or performing other tasks.
Example: A busy executive can catch up on team updates during their morning jog.
Disadvantages:
1. Privacy Concerns: Voice notes may be overheard by others if played without headphones.
Example: Sensitive information about a merger could be accidentally exposed if a voice note is played in a public space.
2. Time Consumption: Long voice notes can take more time to listen to than reading a text message.
Example: A five-minute rambling voice note could have been a concise 30-second read in text form.
3. Difficulty in referencing: It's harder to quickly scan or search audio content compared to text.
Example: Finding a specific detail mentioned in a 10-minute voice note can be frustrating and time-consuming.
4. Technical Issues: Poor audio quality or background noise can hinder communication.
Example: A voice note recorded in a noisy café might be difficult to understand, leading to confusion or the need for clarification.
Best practices for creating clear and concise voice messages
Would you like to maximise the benefits of voice notes while minimising their drawbacks? If you answered yes, consider these best practices:
1. Keep it Brief: Aim for voice notes under 90 seconds. If you need more time, consider breaking your message into multiple shorter notes or switching to a different medium.
2. Structure Your Thoughts: Before recording, take a moment to organise what you want to say. A clear structure helps the listener follow your message easily.
3. Start with a Clear Introduction: Begin your voice note by stating your name and the purpose of your message.
Example: "Hi Oluwaseun, it's Ihechi. I'm sending this voice note to discuss the Dangote project timeline."
4. Speak Clearly and at a Moderate Pace: Enunciate your words and avoid speaking too quickly. Remember, the listener can't ask for immediate clarification.
5. Find a Quiet Environment: Record your message in a location with minimal background noise to ensure clarity.
6. Use Verbal Cues: Clearly indicate when you're moving to a new point or ending your message.
Example: "Moving on to my second point..." or "In conclusion..."
7. Summarise Key Points: At the end of longer messages, briefly recap the main points or action items.
8. Offer a Text Alternative: For complex information or when including specific details like dates or numbers, consider following up with a text summary.
Respecting recipients' time and preferences
While voice notes can be efficient for the sender, they're not always convenient for the recipient. Here are some etiquette tips to ensure you're using voice notes considerately:
1. Ask for Permission: Before making voice notes a regular part of your communication with someone, check if they're comfortable with this format.
2. Respect Working Hours: Avoid sending voice notes outside of standard working hours unless it's urgent.
3. Provide Context: If you're sending a voice note that requires immediate attention, consider sending a text message first to alert the recipient.
4. Be Mindful of Length: If your message is running long, consider whether an email or a phone call might be more appropriate.
5. Offer Alternatives: Some people may prefer text-based communication. Be open to using different methods based on individual preferences.
6. Consider Accessibility: Ensure that critical information is also available in text format for those who may have hearing difficulties or work in environments where listening to audio isn't always possible.
Appropriate contexts for voice notes
While voice notes are versatile, they're not suitable for every situation. Here are some appropriate uses:
1. Quick Updates: Providing brief project status updates to team members.
Example: "Hey team, just wanted to let you know that the client approved the design. We're good to move forward with development."
2. Brainstorming: Sharing ideas when you don't have time to type them out.
Example: "I just had an idea for our marketing campaign. What if we..."
3. Personalised Communication: Adding a personal touch to customer interactions.
Example: A real estate agent sending a voice note to clients about a house they just viewed.
Sign up for free AllAfrica Newsletters
Get the latest in African news delivered straight to your inbox
4. Clarifying Complex Ideas: When tone and inflection can help convey meaning better than text.
Example: Explaining a complex technical concept to a non-technical stakeholder.
5. Time-Sensitive Information: When you need to convey information quickly and don't have time to type.
Example: Alerting a colleague about a last-minute change in a meeting schedule.
Contexts where voice notes may not be appropriate include:
1. Formal communications with senior management or clients
2. Sharing sensitive or confidential information
3. Situations where a paper trail is necessary for legal or compliance reasons
4. When providing detailed technical instructions or complex data
Points for reflection: Assessing your voice note habits
As voice notes become more prevalent in professional communication, it's crucial to regularly assess and refine your usage. Consider the following questions:
1. Are my voice notes clear and concise, or do I tend to ramble?
2. Do I always choose the most appropriate medium for my message?
3. Am I respectful of my recipients' time and preferences?
4. How can I improve the quality and effectiveness of my voice notes?
By thoughtfully integrating voice notes into your communication toolkit, you can make them efficient while maintaining professional etiquette. Remember, the goal of any communication is clarity and understanding. Whether through text, voice, or another medium, choose the method that best serves this purpose for each unique situation and recipient.
*Would you like to get a group/one-on-one customised training on speaking/writing? Feel free to contact me at [email protected] for training solutions.
*Dr Oji is a Senior Lecturer of English at the Institute of Humanities, Pan-Atlantic University, Lagos
